BID ADVERTISEMENT.pdf

OFFICIAL BID ADVERTISEMENT

EAST LYME PUBLIC SCHOOLS

Lillie B. Haynes Elementary School–

Roof Replacement

Sealed bids will be received at the East Lyme Public Schools Central Office Building no later than 2PM, Tuesday, November 25, 2025, and will be publicly opened and read at that time.

This project entails Roof Replacements of the existing built-up roof systems with modified bituminous membrane roofing system at all areas as shown on the documents.

The contract documents will be posted on the Connecticut Department of Administrative Services CTsource Bid Board which can be found at https://portal.ct.gov/DAS/CTSource/BidBoard

A Mandatory Pre-bid site visit will be held on Tuesday, November 4, 2025 at 10:00 AM. Please confirm attendance and receive meeting instructions by email to Diane.Nazarko@elpsk12.org

Any questions and official Requests for information (RFI) regarding this bid should be emailed to Diane.Nazarko@elpsk12.org no later than 2 PM on Tuesday, November 11, 2025, in case an addendum needs to be posted or sent to prospective bidders. Electronic copy of the contract documents can also be obtained by request.

East Lyme Public Schools reserves the right to accept or reject any or all bids; to waive any informality, or to accept any bid deemed in the best interests of the East Lyme Public Schools.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

MBE/WBE AND SBE’s are encouraged to bid

BID Announcement Posted Wednesday, October 22, 2025

LILLIE B. HAYNES ES ROOF REPLACEMENT

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ADVERTISEMENTS FOR BIDS

LAA PROJECT # 2745-01 PROJECT NO. 045-0064-RR

PO Box 220 165 Boston Post Road, East Lyme, CT 06333

STANDARD BID & CONTRACT TERMS AND CONDITIONS

All Bid Proposals submitted to the East Lyme Public Schools (“ELPS”) shall follow the terms and conditions listed below, unless specified otherwise.

Submission of Bids

1. Bids must be submitted on forms supplied by the ELPS. Telephone or facsimile bids will not be accepted in response to any Invitation for Bids.

2. All blank spaces for bid prices must be filled in, in ink or typewritten.

3. Each bid must be submitted in a sealed envelope bearing on the outside, the name of the bidder, his/her address, and the name of the project for which the bid is submitted.

4. If it becomes necessary to revise any part of this request or if additional data is necessary to enable interpretation of provisions of this document, an addenda will be provided to all prospective firms who receive this document; such addenda will additionally be posted on the following website: https://portal.ct.gov/DAS/CTSource/BidBoard. The addenda document would need to be acknowledged on the Bid Form. The East Lyme Public Schools does not assume responsibility for any contractor that does not receive an addenda, where the contractor has not acknowledged receipt of any portion thereof.

5. Incomplete Bid forms may result in the rejection of the Bid. Amendments to Bids received by the ELPS after the time specified for opening of Bids shall not be considered. Bids shall be computer prepared, typewritten or handwritten in ink. All Bids shall be signed by a person duly authorized to sign Bids on behalf of the Bidders. Errors, alterations or corrections on both the original and copy of the Bid schedule to be returned must be initialed by the person signing the Bid or their authorized designee. In the event an authorized designee initials the correction, there must be written authorization from the person signing the Bid to the person initialing the erasure, alterations, or correction. Failure to do so shall result in rejection of Bid for those items erased, altered or corrected and not initialed.

6. The ELPS reserves the right to accept or reject any and all Bid responses, in whole or in part, to waive technical defects, irregularities and omissions if, in its judgment, the best interests of the ELPS will be served.

7. Conditional Bids are subject to rejection in whole or in part. A conditional Bid is defined as one

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which limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the invitation for Bids.

8. Pursuant to Section 12-412 of the Connecticut General Statutes, municipalities are exempt from the payment of excise, transportation and sales taxes imposed by the Federal Government and/or the State. Such taxes must not be included in Bid prices.

9. By its submission, the Bidder represents that the Bid is not made in connection with any other

Bidders submitting a Bid for the same commodity or commodities and is in all respects fair and without collusion or fraud.

10. Any bid may be withdrawn prior to the above scheduled time for the opening of bids. Any bid received after the time and date specified will be returned unopened.

Method of Award

The ELPS intends to award the contract to the lowest responsible bidder. The ELPS reserves the right to reject any and all bids and to award the contract to the bidder who is most responsive to the interests of the ELPS. If the lowest base bid submitted by a responsible bidder does not exceed the amount of funds, then estimated by the Owner as available to finance the contract, the contract will be awarded on the base bid only. If such bid exceeds such amount, the Owner will reject all bids.

Qualifications of the Bidder

The ELPS may make whatever investigations it deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to the ELPS all information and data for this purpose as the ELPS may request. The ELPS reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the ELPS that the bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted

Please be advised that, in accordance with Connecticut General Statutes Sec. 4b-91(a), contracts for construction, reconstruction, alteration, remodeling, repair or demolition of any public building or public works by a public agency paid for in whole or in part with state funds and estimated to cost more than five hundred thousand dollars shall be awarded to a bidder that is prequalified pursuant to Conn. Gen. Stat. Sec. 4a-100 after the public agencv has invited such bids bv notice posted on the State Contracting Portal (”Portal"). The statutory definition of public buildings is broad and includes any building owned by a town or city. See Conn. Gen. Stat. Sec. 1-1 (The statute makes specific reference to a "schoolhouse" and "other building generally used for literary instruction.") The definition of "public agency" includes towns and cities, their departments, bureaus, boards, commissions, and school districts. See Conn. Gen. Stat. Sec. 1-200(1)(A). School construction projects receiving grant assistance from the state fall within the purview of Section 4b-91(a) when a contract is estimated to cost more than five hundred thousand dollars and must be awarded to a bidder that is prequalified pursuant to section 4a-100. The public agency, under these circumstances, shall invite bids for such contracts by posting notice on the Portal. In addition, Connecticut General Statutes

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10-287(b) requires that the invitation to bid be advertised in a newspaper having circulation in the town in which the construction is to take place.

Information about the Portal may be found at http://das.ct.Nov/cr1.aspx?pa8e=12 . Should you have any questions concerning use of the Portal, call 860.713.5095 for technical assistance.

Commission OF Human Rights and Opportunities Requirements (CHRO) The contractor who is selected to perform this State project must comply with CONN. GEN. STAT.

§§ 4a-60, 4a-60a, 4a-60g, and 46a-68b through 46a-68f, inclusive, as amended by June 2015 Special Session Public Act 15-5.

State law requires a minimum of twenty-five (25%) percent of the state-funded portion of the contract be set aside for award to subcontractors holding current certification from the Connecticut Department of Administrative Services (“DAS”) under the provisions of CONN. GEN. STAT. § 4a- 60g. (25% of the total state-funded value with DAS-certified Small Businesses and 6.25% of the total state-funded value with DAS-certified Minority-, Women-, and/or Disabled-owned Businesses.)

The contractor must demonstrate good faith effort to meet the 25% set-aside goals. “

The successful low bidder will be required to submit their Affirmative Action Plan to the State of Connecticut Commission on Human Rights and Opportunities (CHRO) in accordance with CHRO General Statutes 46a-68c and 46a-68d.

The included Commission of Human Rights and Opportunities-Bidder Contract Compliance Monitoring Report is to be completed and submitted with the Bid package submission. Refer to the Commission on Human Rights and opportunities contract compliance regulations notification to bidders (EXHIBIT 1) included at the end of this section.

Insurance Requirements

The ELPS requires the Contractor to carry commercial general liability insurance to protect it from loss.

The following minimum limits shall be met:

General Liability: $1,000,000 each occurrence; $2,000,000 aggregate Automobile Liability: $1,000,000 combined single limit for each accident

Workers’ Compensation: Shall be in accordance with State of Connecticut requirements at the time of the contract. The policy must contain a waiver of subrogation in favor of the Town of East Lyme, executed by the insurance company.

Umbrella/Excess Liability: $5,000,000 each occurrence; $5,000,000 aggregate and providing coverage over the Commercial General Liability, Commercial Automobile Liability and the Employer Liability section of the Workers Compensation coverage.

The East Lyme Public Schools, its officers (both elected and appointed), employees, and agents shall be named as additional insured on all policies, except Workers Compensation, on a primary and non-contributory basis. Thirty (30) days’ notice of cancellation is required and must be provided to the East

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Lyme Public School via certified mail.

If the Contractor has any subcontractors perform work on this project, the Contractor shall provide a list of the subcontractors, what work they are performing, and evidence the subcontractor insurance also meets the above standards.

Indemnification

The Contractor shall indemnify and hold harmless the ELPS against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of the ELPS and shall defend suits, actions or proceedings of any kind or nature including workmen’s compensation claims, of or by anyone whomsoever in any way resulting from or arising out of the operations of the contractor. Insurance coverage specified herein constitutes the minimum requirements and said requirements shall in no way lessen or limit the liability of the Contractor under the terms of the contract.

The Contractor shall procure and maintain, at his own cost and expense, any additional kinds and amount of insurance which in his own judgment, may be necessary for his proper protection in the execution of his work. The Contractor agrees to well and truly save and indemnify and hold harmless the East Lyme Public Schools against all liability, judgments, costs and expenses which may in any way come against the ELPS or which may in any way result from carelessness, omission or neglect of the contractor or his agent, employees or workmen in any way arising or resulting from the operation in connection herewith.

Pre-Bid Site Visit

A mandatory Pre-bid site visit will be held on Tuesday, November 4, 2025 at 10:00 AM.

Interested parties should meet at the entrance of the Lillie B. Haynes ES Front entrance security desk to sign in and collect temporary badges. Address is 29 Society Road, Niantic CT 06357. Visitor parking spaces are available. Requests for Information (RFI) resulting from review of this package or the site visit are due no later than Tuesday, November 11, 2025.

Timeline and Sequencing of Work: Summer of 2026

On site construction work can start at the conclusion of the school day on Tuesday June 16, 2026 to prepare the construction safety zones and Contractor staging areas. Contractor must begin coordination and submit shop drawings and submittals for approval of ordering equipment and materials prior to that date, but no activities can be conducted inside the building prior to the start date.

A complete and realistic construction schedule shall be submitted with the bid proposal of the trades, equipment and materials for the work scheduled.

The contractor is encouraged to commence acquisition of all materials needed to perform the work immediately after contract execution to ensure all materials are on hand when on site construction begins.

It is anticipated that the Notice to Proceed will be issued at the time of the Contract Award and signing.

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Work Hours

Normal work hours shall be between 0700 and 1700 Monday through Friday, excluding holidays.

Requests to work outside of normal hours shall be coordinated with the ELPS staff.

Work Restrictions

The successful bidder must substantially complete the project by August 15, 2026, with final completion of the punch list and demobilization from the school by August 22, 2026.

Award of Bid

The Town intends to award a contract to the responsible bidder that the Town determines can properly complete the job in the time period requested at the lowest qualified total price as indicated on the Bid Form.

Prevailing Wages

The contractor and any subcontractors shall be paid at least the minimum as identified in the attached Prevailing Wage document from the State of Connecticut. Upon completion of the job, the contractor must provide to the town certified payrolls for all contractor and subcontractor employees assigned to the job showing that the prevailing wage rate was paid. It is the Contractor’s responsibility to obtain and follow most current WEBE rates at all times.

Lump Sum and Unit Price Work

This contract is designed and expected to be a lump sum project. However, as work progresses, the Contractor may identify additional work or repairs as noted. On the bid form, the Contractor shall provide a lump sum price for the designated work and a unit price for possible additional work that may be identified. The selected Contractor shall not conduct any additional, unit price work without prior approval of the ELPS.

Contract Agreement

The contract agreement will be in the form of AIA Document A101-2017; Standard Short Form of Agreement Between Owner and Contractor. Blank/draft copy attached herein for information purposes only. Final agreement will be executed by ELPS and Contractor.

Bid Security

If the total amount of the bid submitted exceeds Fifty Thousand Dollars ($50,000), or if the bid contains any add alternates and the combination of the Base Bid plus all add alternates exceeds Fifty Thousand Dollars ($50,000), then the bid must be accompanied by a CERTIFIED CHECK or a BID BOND, signed

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by a responsible Surety, in the amount of ten percent (10%) of the total amount of the tendered bid and made payable to the order of the East Lyme Public Schools. All bid checks or bonds, except those of the lower three (3) bidders will be returned within ten (10) days of the opening of bids. Those of the lower three (3) bidders will be retained by the East Lyme Public Schools until one (1) of the lower three (3) bidders signs the contract or until all bids are rejected; however, in no case will the bid check or bond be retained for more than sixty (60) days unless forfeited as hereinafter stipulated. No bidder may withdraw his bid within sixty (60) days after the actual date of the opening thereof.

Should there be reasons why the CONTRACT cannot be awarded within the specified period, the time may be extended by mutual agreement between the OWNER and the BIDDER.

If the total amount of the bid (or Base Bid plus alternates) submitted is Fifty Thousand Dollars ($50,000) or less, then no bid security is required.

The Bid Bond and Surety’s Letter of Intent must be provided by a Surety Company that meets all the following qualifications as of the date of bid.

A. Licensed to do business in the State of Connecticut.

B. Listed on the current U. S. Treasury “T” List.

C. Rate A- or better by A. M. Best.

Bonds

A. Performance Bond If the total bid price for the project exceeds Fifty Thousand Dollars ($50,000), or if the bid contains any alternates and the combination of the Base Bid plus all Town accepted alternates exceeds Fifty Thousand Dollars ($50,000), then either of the following is required:

1. The Contractor shall furnish a bond covering faithful performance of the Contract. Surety shall be qualified to do business in the State of Connecticut, listed on the current U. S.

Treasury “T” list, and rated "A-" or better by A. M. Best. The cost of the bond premium shall be included in the Contract Sum. The amount of the bond shall be equal to one hundred percent (100%) of the Contract Sum.

OR

2. In lieu of a Performance Bond, a security in a form acceptable to the Town (for example, letter of credit or an assigned passbook) in the amount of one hundred percent (100%) of the Contract may be substituted.

The Contractor shall deliver the required security to the Owner on the date the agreement is entered into.

The Contractor shall require the attorney-in-fact, who executes the required bond on behalf of the

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surety, to affix thereto a certified and current copy of the power-of-attorney.

In the case where add alternates are part of the bid, and where acceptance of any alternates would cause the Contract Sum to exceed the Fifty Thousand Dollar ($50,000) threshold, then the price of the alternate shall include the cost of the required bond or security.

B. Payment Bond

If the total bid price for the project exceeds One Hundred Thousand ($100,000), or if the bid contains any alternates and the combination of the Base Bid plus all Town accepted alternates exceeds One Hundred Thousand Dollars ($100,000), then either of the following is required:

1. The Contractor shall furnish a bond covering payment of obligations arising under the terms of the

Contract. Surety shall be qualified to do business in the State of Connecticut, listed on the current U.S. Treasury “T” list, and rated “A-” or better by A.M. Best. The cost of the bond premium shall be included in the Contract Sum. The amount of the bond shall be equal to one hundred percent (100%) of the Contract Sum. 7

OR

2. In lieu of a Payment Bond, a security in a form acceptable to the Town (for example, a letter of credit or an assigned passbook) in the amount of one hundred percent (100%) of the Contract may be substituted.

The Contractor shall deliver the required security to the Owner on the date the Agreement is entered into.

The Contractor shall require the attorney-in-fact, who executes the required bond on behalf of the surety, to affix thereto a certified copy of the power-of-attorney.

In the case where add alternates are part of the bid, and where acceptance of any alternates would cause the Contract Sum to exceed the One Hundred Thousand Dollar ($100,000) threshold, then the price of the alternate shall include the cost of the required bond or security.

If the total bid (or Base Bid plus alternates) for the project is One Hundred Thousand Dollars ($100,000) or less, then in lieu of providing any security listed in Section 8.B, the Contractor can elect to substitute the following:

1. Provide certified lien waivers from each supplier and subcontractor affirming that they have been paid for work and materials for which previous payment applications were issued by the Owner and payments received by the Contractor.

Damages for Failure to Enter into Contract

The party to whom the CONTRACT is awarded will be required to execute the CONTRACT within thirty

(30) calendar days from the date when Notice of Award is delivered to the BIDDER. In case of failure of the

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BIDDER to execute the CONTRACT, the OWNER may at his option, consider the BIDDER in default, in which case the bid security accompanying the proposal shall become the property of the OWNER as liquidated damages and not as a penalty.

Retainage

The East Lyme Public Schools reserves the right to retain five percent (5%) of the final contract price for a period not to exceed three (3) months from the date of final acceptance of the project.

Laws and Regulations

The bidder's attention is directed to the fact that all applicable Federal and State law, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the project shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full.

Work Area

Construction will be confined to the immediate work area only and additional areas that may be designated by the ELPS upon Contractor request.

Change Orders

Any deviations from, additions to, or deductions from either scope of work or contract price shall be submitted by the Contractor to the ELPS in the form of a contract change order. The ELPS Director of Facilities must approve this contract change order before said deviations, additions, or deductions shall be enacted. Further, all changes in scope of work involving unit price items shall be governed by the unit price indicated by the Contractor on the Base Bid Form.

Refer to Section 012600 “Contract Modification Procedures”.

OSHA Violations

In accordance with Connecticut General Statute Section 31-57b, no contract shall be awarded to a bidder if it is determined that the bidder (person or firm) has been cited for three (3) or more willful or serious violations of any occupational safety and health act or of any standard, order, or regulation promulgated pursuant to such act during the 3-year period preceding the date of bid opening.

Permit Fees

The Town of East Lyme permit fees are waived. State Education Fund Fee Applies and shall be included in the Lump Sum Price.

Contract Documents

The Contract Documents consist of the entirety of Technical Specifications and Drawings as well as any Addenda, Bulletins, or other supplemental document

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